Freight Coordinator​/Receptionist

Position Summary

The Freight Coordinator/Receptionist is responsible for providing professional front-office support while assisting with the coordination and administration of inbound and outbound freight activities. This position serves as a welcoming first point of contact for visitors, vendors, contractors, drivers, customers, and employees while providing administrative support to shipping, receiving, purchasing, production, and other internal departments.

• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Greet and direct visitors, customers, vendors, contractors, and drivers.
• Receive and distribute incoming mail, packages, and deliveries.
• Assist visitors and drivers with sign-in, directions, and appropriate facility contacts.
• Maintain visitor and driver logs and follow established security and safety procedures.
• Assist with scheduling meetings, appointments, and other administrative activities.

• Assist with coordinating inbound and outbound shipments with carriers, suppliers, customers, and internal departments.
• Prepare and maintain basic shipping and receiving documentation.
• Communicate shipment information to appropriate internal departments.
• Maintain organized records of freight, deliveries, and transportation-related information.
• Assist with resolving routine delivery discrepancies and documentation issues.

• Enter and maintain information in company systems, spreadsheets, and records.
• Prepare routine reports, correspondence, and other administrative documents.
• File and maintain records in accordance with company procedures.
• Communicate effectively with employees, customers, vendors, carriers, and other business contacts.
• Assist production, purchasing, customer service, shipping, and receiving departments with administrative needs.
• Support company meetings, projects, and special assignments as needed.
• Maintain confidentiality of company, customer, and employee information.
• Follow all company safety, quality, and administrative policies and procedures.
• Serve as a communication link between the front office and internal departments.
• Assist with responding to routine customer and vendor inquiries.
• Escalate questions, concerns, or issues to the appropriate department or supervisor.
• Promote a positive and professional image of the company through all telephone, email, and in-person interactions.

• Strong written and verbal communication skills
• Excellent problem-solving skills and a proactive approach.
• Ability to complete job responsibilities with minimal supervision.
• Ability to function effectively in a fast paced and, at times, stressful environment.
• Proficient with Microsoft Office.
• Organizational skills and attention to detail are both critical for this position. Will be expected to complete assignments and tasks with both thoroughness and accuracy.
• Excellent time management skills with a proven ability to meet deadlines and deal effectively with conflicting priorities.

• 2+ years of experience in an administrative position, with experience in freight coordination preferred
• Associate’s degree in a related field preferred.